Living and Working with Integrity
Code of Pastoral Conduct
Diocese of Paterson
"Blessed are the pure of heart, for they will see God" Mt. 5:8

Parish Policy for Adults Working With Minors
Parish-sponsored organizations/ministries:
Prep Addendum; Web picture policy
(In addition, see Parish Polcies included in the Diocesan Policies, above.)
The following policy covers all programs, activities, classes involving minors (both children and youth). This policy is to be observed by all employees and by all volunteers, in short all adults working with minors. This includes (but is not limited to) parish school, school-related activities, Religious Education, Youth Ministry, Children Choirs and Music programs, Children’s Liturgy, and babysitting services.

Each head of a ministerial department of the parish may propose to the pastor additional policies. These departmental policies cannot contradict the parish policy but they may provide additional procedures that permit the orderly operation of that program or ministry. These proposals are made in writing to the pastor and they become an addendum to this Parish Policy upon review and approval by the pastor.

All employees of Saint Virgils are bound to observe and enforce this policy and the departmental policies approved by the pastor. All heads of ministerial departments are to supervise the adults (volunteer or paid) and their work in accordance with this policy, and are responsible for its implementation and application.

Private organizations meeting on parish property
·Private organizations that have been given permission to conduct meetings on parish property are required to observe the policy of their respective organization or parent organization with regard to safety, supervision, behavior and record-keeping. These organizations are also required to comply with following parish policy.

Student Behavior
Student participants are responsible for following these general rules, in addition to any that are specific to an organization, ministry, or activity:
·Respect for adult leaders, peers, and guests must be observed at all times.
·Respect for the buildings, contents and property of St. Virgil parish (including, church, school, rectory, offices, Tracy Center and residences) must be shown at all times. Any infraction of this rule will be reported to parents/adult guardians, who will assume financial responsibility.
·Respect for the property of others, must be shown at all times. Any infraction of this rule will be reported to parents/adult guardians, who will assume financial responsibility.
·Parents/adult guardians will be notified of any persistent discipline problem, any inappropriate behaviors, and any behaviors that pose a risk to oneself or others or that make it impossible for the program/ministry to continue.

Supervision
·Do not leave students unattended during activities, classes, programs, rehearsals or sessions.
·In case of an emergency: (1) tell your students to remain seated (2) send another adult or a student to obtain assistance (3) handle the situation the best you can.
·Avoid being alone with a child behind closed doors unless a clear window or other opening permits outsiders to see into the area.
·Avoid touching students in any way that might embarrass them, or that indicates the touching to be a form of attention getting, punishment, or correction. This includes even a tap on the shoulder. It is best to altogether avoid touching students.
·Students should be addressed in a controlled and modest voice, avoiding abusive language.
·Students are never to be left unattended after dismissal time.
·The presence of any materials or the use of verbal conduct deemed inconsistent with the purpose of the program is not allowed. All allegations will be promptly investigated.
·Any volunteer or staff-member who has reasonable cause to believe that a child has been subjected to child abuse shall (1) report the same immediately to New Jersey DYFS (Division of Youth and Family Services) (973) 927-0931 and (2) shall report the same to the department head responsible for their ministry or activity (who shall report it immediately to the pastor), OR (3) shall report it to the pastor.

Safety
·The Provincial Policy of the Bishops of New Jersey regarding police records of adults (employees and volunteers) will be observed. This policy requires employees or volunteers who either (1) have substantial, direct interaction with children on a consistent basis or (2) who have, or could have, individualized contact with minors to provide to the Parish a criminal record history check from the New Jersey State Police. Employees or volunteers should check with their department head or the pastor for how the Provincial Policy affects them.
·Leaders should have access to emergency phone numbers for all participants, and any pertinent medical information.
·In case of illness or injury to anyone, including students, parents/guardians, volunteers, or guests immediately inform the person present who is highest in command
·For activities in the school, the nurse’s office can be used, and parents/adult guardians phoned from that location. There is also a phone available in the school cafeteria.
·Record the name of the ill/injured person, the date, the nature of the incident, and the action taken. Two adult witnesses need to sign the form.
·If you observe any student in possession of an object that you believe can cause possible harm to self or others, remain in the company of that child, and send someone to find the person present who is highest in the chain of command. Any student in possession
of any visible objects that are believed to pose a threat to anyone will be asked to leave that object in the possession of the person present who is highest in the chain of
command until all other students have been dismissed. In such cases parents/adult guardians will be notified by the coordinator/director.

·Medication: When a minor is on medication, it is best for the parents to schedule the child’s medication to occur before or after their involvement in scheduled activities. When this is not possible, the following should be remembered:
1. Children may not have medications in their possession. Medications will remain under adult supervision.
2. Children may not give medications to one another.
3. Volunteers will not dispense medications.
4. Parish staff-members will not dispense medications (except for those staff members who were hired by the pastor with one of their duties noted in their job description including dispensing medications (e.g. school nurse, school secretary, school principal)).
5. Parents and guardians may give medications to their own children (but not to others).
6. If medications are taken on parish grounds or at other parish-sponsored events, a signed note from the parent must be on file with department head.
·Do not give snacks or food to the students. All snacks – if there are to be any – will be provided by the department, ministry or sponsoring organization and will be consumed in the Cafeteria, Tracy Center, the Church Meeting Room or the Candle Room. Food may not be brought to or consumed in the classrooms. Spaces must be left clean after use.
·The use of candles or open flames is strictly prohibited.

Communication/Privacy concerning all verbal discussions and all student-composed writing
·Student and volunteer data, including addresses and telephone numbers, cannot be disclosed to others.
·Communications, which include facts, opinions, or gossip about students, parents, volunteers, or staff and all who participate in any way, should be made only to those persons who have a legal right to know.
·Ground rules must be stated for confidences; in cases of life, health, and safety to self or others, information must be revealed.
·All written work or assignments, including journal, creative, or reflective writing, must be read by the person who made the assignment. If a teacher cannot read the assignment, then the assignment should not be made.
· This parish abides by the provisions of the Buckley Amendment with respect to the rights of non-custodial parents. ·In the absence of a court order to the contrary, we will provide the non-custodial parent with unofficial copies of records. If there is a court order specifying that there is to be no information given, it is the responsibility of the custodial parent to provide the [catechetical] leader with an official copy of the court order.ö (Religious Education and the Law: A Handbook for Parish Catechetical Leaders, used with permission, NCEA, copyright 1996)

Clerical
·It is necessary to keep accurate attendance records of participants, leaders, and volunteers.
·Please record and notify the coordinator/director of any changes of phone, address, or other pertinent information that has been reported to you.
·Adhere to any copyright laws that pertain to printed, visual, and audio materials. Copies of the guidelines developed by the federal government are available in the parish, school, PREP, and Youth Ministry offices.

Community service
·Students participating in off-site activities must submit a permission slip signed by parent/guardian which includes date and location of activity, who is responsible for providing transportation, general information about the participant, and medical/emergency information and release.
·Off-site supervisors are required to supervise students for the duration of the trip, and monitor behavior.

PREP Addendum
Each head of a ministerial department of the parish is permitted to propose to the pastor additional policies (which would constitute departmental policy) which permit the orderly operation of that program or ministry. These become departmental policy upon review and approval by the pastor. The following policies have been proposed in addition to the parish policy for the PREP program.

Supervision
PREP Addendum An adult, a classroom aide or two students may be sent to the CRE/DRE for assistance; 9-1-1 can be called from the nurse’s office, the cafeteria, or the nearest phone.
PREP Addendum Avoid being alone with students in restrooms. Send Kindergarten students alone into the restrooms. If they ask for assistance, make sure an aide has visibility of the area.
PREP Addendum If you need to leave promptly at dismissal, inform the CRE/DRE who will be present in your place. If you need to leave shortly after dismissal, when students in your class are still remaining, bring any students who have not been picked up to the CRE/DRE.
PREP Addendum
·Students in Kindergarten through Grade 1 must be accompanied to class and picked up inside the classroom by parents or adult guardians.

Safety
PREP Addendum Have classroom aide or two students come and report any emergency or incident of illness/injury to the CRE/DRE at once.
PREP Addendum An adult must remain with an ill/injured child until parent/guardian arrives.
PREP Addendum The incident form for illness/injury can be found on the inside of the attendance record.
PREP Addendum If you observe any PREP student to be in possession of medication, prescription or over-the-counter, inform the CRE/DRE at once.
PREP Addendum
·Do not send students alone anywhere in the building. Girls should accompany girls; boys should accompany boys.

PREP Addendum: Policy for Classroom Aides
·Set a good example for the children in what you say and in what you do.
·Treat everyone with respect.
·Follow the teacher’s instructions carefully. Do not contradict the information the
teacher is presenting to the class.
·If you observe a child in need of assistance or who is injured in any way, notify the teacher immediately. When accompanying children to the rest rooms, remain outside in the hallway near the door. If children make too much noise while in the rest room, open the door and ask them to quiet down. Female aides are not allowed in the boys’ rest room, and male aides are not allowed in the girls’
room.
·Do not offer the children food, candy, snacks, or drinks that you may have brought from home. Children are not allowed to eat or drink anything that has not been provided by PREP.
· Classroom aides are young Ministers of the Word, who represent PREP. You are not allowed to speak critically of PREP- that includes registered children, teachers, classroom aides, program volunteers, the coordinator, the director, and the program, including Junior High PREP.

St. Virgil’s Parish policy for use of photographs of minors on the World Wide Web:

1: St. Virgil’s will attempt to obtain permission from parents/guardians before using any minor’s picture on the web. While this may not always be possible, parish staff members are urged NOT to use any pictures without a serious attempt to obtain written photo releases or verbal permission.

2: Photos on the web should not focus attention on any specific, identifiable minor.

3: The St. Virgil’s web site will not run identifying captions with any photograph of a minor and will attempt, as much as possible, to reduce the possibility of identifying individual minors from related stories.

4: As much as possible, photographs will:
A: Be wide angle rather than close up.
B: Focus on larger groups rather than individuals.
C: Use backs of heads, silhouettes and semi-silhouettes rather than full face photos in order to reduce the possibility of identifying minors.

5: Photographs will be low resolution and relatively small in order to reduce the effectiveness of enlarging pictures of individual minors for purposes of identification.

6: Faces of individuals may be blurred or otherwise alatered to reduce the possibility of identification.

7: St. Virgil’s will remove the photograph of any minor as quickly as possible upon notification of the web master by parent/guardian or adult responsible for supervising the minor in a parish activity.

Draft prepared by Donald J. McKenna, parish trustee, September 10, 2002